KFB
LEVERETT SCHOOL COMMITTEE
USE OF SCHOOL FACILITIES POLICY
A. GENERAL POLICY
1. It is the policy of the Leverett School Committee to encourage all responsible segments of the Town’s population to use the facilities of the school to the fullest extent, for purpose worthwhile to the community.
2. The use of school property is permitted to such outside groups as qualify under the rules and regulations adopted by the Leverett School Committee; namely for civic, charitable and similar purposes; but not for any purpose which may be considered as “commercial”.
3. Permission for the use of school buildings and grounds may be granted by the Principal, to any responsible agency for purposes appropriate to the best interests of the Town of Leverett.
4. School affairs shall always have preference in the use of any part of the building.
5. The Superintendent of Schools may make emergency regulations relating to the use of school property subject to School Committee review.
6. Neither smoking nor alcoholic beverages will be allowed on school premises.
7. Neither the School Committee nor the Town of Leverett can be responsible for injury to persons or property while the building or any group uses grounds. It shall be the responsibility of the users to make any necessary repairs or replacements resulting from usage by them. In certain instances, the School Committee shall require that suitable insurance be carried to protect the town.
8. If the group is not organized to the point of having insurance, the chairperson or head of the organization should complete and sign the User Indemnification Statement. This form only needs to be signed once for coverage of multiple uses of the town facility, but should be updated if the chairperson or head changes.
9. If determined by the principal, custodians and/or cafeteria workers will be present in the school building during outside use. Custodians and cafeteria workers, except for special appointment custodians, shall be paid at the present rate of payment for all time spent in preparing for an event, working at the event, and in returning the facility used to a condition which will make it suitable for its next school function. These hourly rates are available in the office of the Principal.
10. As a rule, the building will not be available for use during vacations so that routine vacation cleaning and maintenance efforts can take place. A school calendar will be made available to all groups that use the building so that they will be aware of when school vacations occur.
11. There are normally a small number of special occasions and events during the course of the school year (e.g. holiday programs, parent evenings, etc.) which will make the school building unavailable for use on that particular day or evening by outside groups. The Principal will be responsible for notifying users in advance of such special events and occasions.
12. Occasionally, weather conditions may cause the cancellation of an evening activity. It may be the decision of the using group, in which case the group should make every effort to inform appropriate school staff in advance of their intentions not to use the school building. It also may be the school’s decision, in which case every effort will be made to inform the person-in-charge of the evening activity that the school will not be open due to the weather conditions.
13. The school committee reserves the right to discontinue use of the property by any group at any time if the above rules and conditions are not, in the opinion of the School Committee, being adhered to.
B. APPLICATION PROCESS
1. Application procedure:
a. Applications may be picked up at the school.
b. Applications are to be filled out and returned to the Principal of the school for initial scheduling. This will determine first request for a date and also prevent any conflict in scheduling.
c. The applicant will be notified of the approval and the fact that the building is free for use at the requested time.
d. A meeting will be held with the applicant to review general conditions for use when custodial staff is not available.
2. The official schedule for determining who has first call on the use of the building or area within the building is the one kept by the Principal.
3. Arrangements for seating, tables, PA systems, audio-visual equipment, or other special equipment must be made with the principal at the time of application.
4. Organizations wishing to bring equipment to the school building must make arrangements at the time the application is made.
C. REGULATIONS
1. Groups that use the building after hours must limit themselves to the approved hours and be sure to be out of the building at the agreed upon time. Access to the building is limited to official participants in the approved activity.
2. For those activities which involve students, there are several important points for the person-in-charge to take into consideration:
a. For activities that begin immediately after school, parents/guardians of the participating students must be directed by the person-in-charge to send a note of permission to the school office. The note can be one for each occasion or it can be a “cover note” which gives blanket permission and specifies all dates involved (for example, “my child has permission to attend the Science Club on Tuesdays, November 1 through December 20, from 2:50 to 4:00”). Also, the person-in-charge must be ready to receive the participants as soon as the final bell rings so that there is no period when the children are without supervision.
b. The person-in -charge must stress to parents/guardians the importance of picking up their children promptly and must see to it that children who are not picked up promptly are supervised by the person-in-charge. Children who are not picked up promptly may be excluded from further participation in the program. Exclusion will be an action undertaken by the person-in-charge.
3. The following areas are off-limits without permission of the Principal or other authorized personnel:
a. The office and instructional areas
b. The kitchen/cafeteria/stage and related storage areas
c. The gym storage closets
4. Access to lighting and restrooms are provided for the safety and convenience of building users. Accidental breakage or vandalism should be reported immediately. At the end of every activity, the person-in-charge should do the following:
a. Check the restrooms to see that toilets are flushed, trash is in baskets, and lights are out.
b. Check all the doors to the outside (in or near the space used only) to be sure they are closed tight and locked.
c. Be sure all lights are turned off.
5. Go-carts, trail buggies, snowmobiles, trail-bikes etc., are prohibited from school property.
6. As determined by the principal, audio-visual equipment owned by the school may be operated under the direction of a capable, qualified and/or certified audio-visual aide operator.
7. Cafeteria and kitchen equipment may be used only under the direction of school employees directly connected with the usual operation of such equipment, as determined by the principal. Groups using cafeteria facilities should assume responsibility for leaving the facilities in the same condition they found it.
8. No school equipment is to be moved, altered, adapted, modified, or adjusted by any user unless with the prior knowledge and approval of the principal. The user at the conclusion of the activity must return such equipment to its original state.
9. Nothing shall be pinned, taped or fastened to walls, curtains or other surfaces without prior approval of the building Principal and where a fire hazard is questioned by the Town’s Fire Department.
First Reading: 12/07/04
Third Reading and Second Vote Waived
Final Vote: 02/01/05